APPENDIX 1: MANAGER’S MODEL INDUCTION CHECKLIST

This is a guide to the type of information that Services might wish to include in the Induction Checklist, and the stages at which it would be appropriate to introduce that information.
The content will require to be tailored to meet individual Service needs.
Managers should ensure that the Induction Programme for new employees does not overload them with too much information during the first few days or weeks
Employee’s Name:
Post Title:
Start Date:

Line Manager’s Responsibilities

/ ü as completed
Pre-employment Stage
Flexi card/Clock in/out card or fob/key ordered for employee’s first working day (where appropriate)
ID Badge (arrange appointment for photograph by e-mailing )
Receptionist/third party advised when to expect new start
Disabled employee - reasonable physical adjustments/aids in place (where appropriate)
Equipment - ensure employee is provided with the necessary ‘tools for the job’ e.g.:
·  a PC and suitable workstation or to arrange a PC login or to allow access to Internet/E-mail (if appropriate) go to http://webwest1.app.westlothian.gov.uk/its/changerequest.html
·  mobile phone / blackberry (where appropriate)
·  Lone working device (where appropriate for the job role and level of risk)
Prepare an Induction programme - tailor to the nature and seniority of the post, and to suit the needs of the particular individual. Where employee works across different sites, the programme must cover all site-specific procedures.
Refer to the guide for new managers titled ‘Online Managers Induction Tool’. This covers the key issues of management – managing performance, managing money and developing capacity. The guide references core and optional training courses to support new managers be effective in the role.
DAY 1
Welcome and introductions to immediate work colleagues/team
·  Discuss any rotas, working hours/patterns, lunch/comfort breaks, holiday requests etc.
·  Explain how to operate PC, access intranet/internet (if applicable)
Tour of workplace & facilities (i.e. location of toilets/refreshments/kitchen facilities/cloakroom)
Give employee an ‘Employee Induction Record‘(see Appendix 2). Discuss timetable of planned activities. Employee to record each element of Induction Programme as completed.
General Health and Safety matters (i.e. location of fire exits / evacuation procedures)
Introduce new member of staff to buddy, mentor or coach (if applicable)
Issue Flexi / Clock Card or Fob/Key (where appropriate)
·  Explain how to use Mitrefinch TM (if applicable)
Refer to Mytoolkit to point out Policies, Procedures and Guidance including Sickness Absence reporting procedures etc.
http://www.westlothian.gov.uk/article/2200/Policies-Procedures-and-Guidance
Advise employee of Internet, Social Media & E-mail Policy on Mytoolkit under Policies, Procedures and Guidance:
http://www.westlothian.gov.uk/article/2200/Policies-Procedures-and-Guidance
Arrange for employee to be added to WLC phonebook (where appropriate)
Advise employee of telephone procedures
Requirements for Pool Car Users & Green Travel Strategy
Employees to produce their driving licence and Comprehensive motor insurance Policy and Certificate for manager to verify and copy to personal file (if required).
(see Travel & Subsistence Policy in Mytoolkit under Policies, Procedures and Guidance
http://www.westlothian.gov.uk/article/2200/Policies-Procedures-and-Guidance
Please refer to the Green Travel Strategy to access the Employee Guide – Booking a pool car:
http://webwest1.app.westlothian.gov.uk/carpool/default.html
By End of Week 1
Information specific to own Service area
·  Introduction to other key workers or extended team
·  Agree an individual Work plan and introduce the council’s Appraisal and Development Review (ADR) : http://www.westlothian.gov.uk/article/11181/Appraisal-and-Development-Review-ADR
·  Outline of individual / team responsibilities
·  Understanding of Service plan / structure
·  Discuss the council’s Records Management Policy
·  Outline the structure of the council and how it operates
·  Arrange any other site visits or meetings with key stakeholders
Specific Health and Safety Information
Health and Safety Policy and Health & Safety Induction including all relevant polices & procedures – e.g. Personal Safety at Work. (see Mytoolkit)
http://www.westlothian.gov.uk/article/2197/Health-and-Safety
·  Safe use of equipment, including access to the on-line training tool Cardinus
·  First Aid facilities
·  Relevant risk Assessments and safe systems of work
·  Lone working device issued and training given (if applicable)
·  Accident reporting procedure
Administrative / Security Arrangements
·  ID Badge issued
·  Explain how to book annual leave/time off (where appropriate)
·  Mobile telephone / blackberry (where appropriate)
·  Sickness Absence reporting process explained
·  E-mail and core IT systems explained (where appropriate)
·  Explain how to use the online room booking system:
http://webwest1.app.westlothian.gov.uk/its/WPManager.asp
Pension Information (see Lothian Pension Fund on http://www.lpf.org.uk)
·  Mention opportunity to opt out of the Pension Fund
By End of Week 2
Terms and Conditions of Employment
Key council Employment Policies and Procedures - the main ones employees must be advised of are:
-  Disciplinary Code
-  Code of Conduct
-  Bullying and Harassment
-  Grievance procedure
-  Unacceptable Actions
All can be found under Policies, Procedures and Guidance on Mytoolkit
http://www.westlothian.gov.uk/article/2200/Policies-Procedures-and-Guidance
Energy Awareness Training online: https://westlothiancouncil.empower.carbontrust.com/#!login/sign-in
Diversity and Equality under Policies, Procedures and Guidance on Mytoolkit
http://www.westlothian.gov.uk/article/2200/Policies-Procedures-and-Guidance
General housekeeping issues
·  Claiming of expenses (mileage etc.) under HR Forms
http://www.westlothian.gov.uk/article/2195/HR-Forms
·  Stationery supplies
·  Financial / ordering procedures
Learning Zone: Arrange to view the next Corporate Induction date on Learning Zone:
http://intranet.westlothian.gov.uk/article/6903/Learning-Zone
·  Discuss any immediate training/development needs and refer to Learning Zone to check availability of any suitable events http://intranet.westlothian.gov.uk/article/6903/Learning-Zone
·  Contact should you wish to be added to any relevant course waiting list.
Highlight the Employee Benefits scheme: http://webwest1.app.westlothian.gov.uk/employeebenefit/
Informal Meeting to Review Induction
·  Review of first 2 weeks
By End of First 3 Months
Final Induction Review Meeting
·  Jointly review Induction Programme in full with employee and implement any appropriate and agreed suggestions for change

Thank you!

DATA LABEL: PROTECT / PRIVATE AND CONFIDENTAL

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